Vancouver Folk Music Festival - Artisan Market Contract 2018

Letter of Agreement between the Vancouver Folk Music Festival Society (the Society) and the Vendor.
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    Contract Terms and Conditions

    Vancouver Folk Music Festival Artisan Market Terms of Agreement This form signifies a Letter of Agreement between the Vancouver Folk Music Festival Society (the Society) and the Vendor. It confirms the terms and conditions under which the Vendor/Owner shall be entitled to maintain a display and sell products at the 2018 Vancouver Folk Music Festival to be held July 14, 15 and 16, 2018. The Society Agrees to Provide: For each booth space purchased the Society shall provide a vending space not to exceed 10’ x 10’. Tables and chairs will be available for rent at a rate of: 6’ Table=$15, 8’ Table=$18 and Chairs=$5. Please indicate the number of tables/chairs you would like to rent below. You will be invoiced following receipt of your request. All requests must be received by: June 22, 2018. The Vendor accepts full responsibility for the safe return at the conclusion of the Festival, in the same condition, in which they were received, of any table(s) and chairs allotted to him/her. In the event of damage, theft or loss, no matter how caused, the vendor shall repair or replace the affected item. Up to three (3) Site Access Pass wristbands are provided with each booth registration (Note: Children 12 and under are free). One (1) Parking Pass ($50/weekend) and one (1) additional Site Access Pass [$140 (+ service charges)] can be purchased at time of contract submission (otherwise gate prices will apply). Please indicate your requests below. You will be invoiced following receipt of your request. All requests must be received by: June 22, 2018. The Society shall provide each space with one -15 amp service with two (2) outlets. There is a $20.00 charge for each additional power service required. Additional power requests can be requested below. You will be invoiced following receipt of your request. All requests must be received by: June 22, 2018. Fees & Registration: The Vendor/Owner must pay $450 plus applicable fees and taxes for their booth. Fees will be invoiced through Paypal, alternate arrangements for payment may be made through the Festival's office. No vendor fees will be refunded. Artisan Market Hours of Operation: Friday, July 14: 1:00pm to 11:00pm Saturday, July 15: 10:00am to 11:00pm Sunday, July 16: 10:00am to 11:00pm Load in Procedure: Vehicle access to the site is limited from 7:30am – 10:00am on Friday, July 14, 2018 for load in. The entire site will be closed to vehicles at 10:00am. Vehicle access is always at the discretion of the security staff. Festival Operations: The Vendor/Owner shall ensure that their table(s) is/are staffed and stocked during the Artisan Market hours of operation. All products and displays must be secured by the Vendor’s best efforts by 11:00pm Friday, Saturday and Sunday evenings. Vendors will be granted access for set up one hour before the gates open. Security of this area will be provided. No persons will be allowed to remain within these gates after lock-down at 11pm. Overnight security will be provided for the Artisan Market from Friday, July 14th to Sunday, July 17th inclusive. Load out Procedure: For take-down, vendors will have vehicle access on site on Sunday July 16, 2018 after 11:30pm or on Monday July 17, 2018 from 9:00am – 2:00pm Vendor Sales and Conduct The Vendor/Owner may sell only the works described in their application. Vendors must have adequate inventory for the duration of the Festival weekend. Items for sale must be clearly labelled as to their price. Custom orders may be taken, but this should not be the majority of sales. Vendor sales and services must be limited to the vendors designated vending area. The Vendor/Owner may not sell or sample any food and/or beverage items unless they have been approved as a Food Vendor by the Society’s Food and Beverage Manager and obtained a separate contract for Food Vending. Vendors are expected to adhere to the Festival’s code of values, as such the sale of culturally discriminatory items or items of ceremonial tradition is prohibited. The Society holds the right to request particular items be removed from the vendor’s area. Determination of such items will be at the discretion of the Society. The Vendor/Owner, and her/his employees and agents shall abide by all regulations and/or directives issued by the Society concerning conduct while on the Festival site. The Vendor shall operate in a manner in which is fair and forthright to the public and having regard to the rights of other Vendor/Owners in the Artisan Market The Society shall have the right, in its sole discretion, without notice of the booth owner and without any liability whatsoever to the Society, to require the vendor/owner to cease operating when the Society deems the Vendor’s activities not to be in keeping with the best interest of the Festival or of the Society. No drugs, alcohol, animals, or open flames (ie. candles) are permitted within the Artisan Market. Smoking and burning of incense and aromatic oils is strictly forbidden within the Artisan Market. Park Board Regulation Smoking By-Law: Section 3, 3.1 – A person may not smoke: (a) in a park; (b) on a seawall or beach in a park; (c) in a building in a park, except in a caretaker’s residence; (d) in a customer service area in a park. Be advised that vending or soliciting outside the gated areas of the Festival and camping along Jericho Beach are prohibited by City By-Laws. Working Relationship: The Society and the Vendor are independent contracting parties, and nothing contained in this Agreement will be deemed to create a landlord/tenant, partnership, joint venture, or agency relationship between them. Participation this year is not to be constructed as an indication of participation the following year. Exhibitors are required to supervise their own space during hours of operation. Absolutely no refunds and spaces are non-transferable.
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